Administrative Aide; Hybrid

Sponsorship for Work authorization is not available for this position.

The Administrative Aide will provide comprehensive project management and administrative support to ensure smooth execution of tasks within the Project Management Team. This role will assist in coordinating project activities, tracking timelines, and supporting team collaboration.

• Provide dedicated support to multiple project teams.
• Coordinate meetings, develop agendas and ensure proper follow‑up on action items.
• Assist in managing project timelines, deliverables and tracking progress across various initiatives.
• Organize, prepare and distribute project‑related materials, including reports, presentations and summaries.
• Track meeting attendance, take detailed minutes and prepare post‑meeting documentation for review.
• Provide data entry and quality assurance for project documentation into various systems.
• Proof‑read and review project documents, ensuring accuracy and alignment with organizational standards.
• Identify and resolve administrative issues to keep projects running smoothly.
• Maintain project records, including documentation of key decisions and progress reports.
• Other duties as assigned.

High school graduation or equivalent. Any one or any combination totaling five (5) years from the following categories:

• College coursework in business, finance, accounting or a related field: 60 semester hours or an Associate’s degree equals one (1) year (12 months).
• 90 semester hours equals two (2) years (24 months).
• 120 semester hours or a Bachelor’s degree equals three (3) years (36 months).
• Master’s degree or higher equals four (4) years (48 months).
• Progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles.

Preferred Experience:

• One (1) year (12 months) in education, training and/or work experience in the area of project management, Medicaid policy, healthcare, and/or general operations.

• Strong understanding of project management methodologies and tools, including Gantt charts, timelines, and project scheduling.
• Knowledge in Medicaid and Illinois Managed Care operations.
• Familiarity with HIPAA policies and guidelines.
• Administrative skills in organizing complex project tasks, managing schedules, and handling multiple projects simultaneously.
• Ability to communicate effectively in both written and verbal formats with a wide range of stakeholders, including MCOs and Illinois Department of Healthcare and Family Services staff.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel) and project management software such as Microsoft Project, Trello, or SharePoint.
• Excellent documentation skills, including the ability to maintain accurate records and ensure alignment with compliance requirements.
• Skilled in identifying and resolving administrative challenges within a project setting.
• Ability to develop and maintain strong working relationships across teams.
• Strong organizational skills with the ability to prioritize complex workloads and meet deadlines.
• Knowledge with time management and monitoring of multiple project timelines and deliverables.
• Familiarity with the managed care industry and Illinois Department of Healthcare and Family Services policy and procedures.
• Knowledge in facilitating conflict resolution and ensuring project outcomes are achieved.

This is a 100% full‑time Civil Service 0058 – Administrative Aide position, appointed on a 12‑month basis. The expected start date is as soon as possible. The budgeted salary range for the position is $50,000 to $65,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

This position is intended to be eligible for benefits. Benefits include Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.